What is an Event Management System?

Event management systems & software allow users to access and manage all aspects of an event in one place including registration, planning, reporting & more. An Event Management System (or Event Management Software) helps event managers and organizers plan, execute and report on events, driving success for their business.  

Why Do You Need Event Management Software?

An Event Management System provides campus event planners a flexible, fully integrated solution to simplify the event management process and keep your customers, faculty and students happy, while maintaining important reports and data for making real estate and future planning decisions.  

An event management system allows you to:  

• Minimize administration efforts
• Eliminate missed communications
• Digitize how your events are run
• Maximize your campus flexibility
• Save time planning future events
• Access detailed reports & analytics

Minimize Administration Efforts

An Event Management System minimizes the steps needed to manage your events, creating a much more efficient administrative process. This way, event planners can focus more on the details, without getting lost in administrative tasks. For example, the University of Vermont used our EMS Event Management Solution to reduce phone calls in their event services office by more than 50%, allowing their staff to spend more time maximizing their space and event planning on campus.

 Eliminate Missed Communications  

Poor communication is the leading cause of event failures or mishaps. An event management system facilitates instant communication between planners and providers and makes it easier to share timely information to students, faculty, catering, operations, and more. Automated notifications and mobile capabilities help keep everyone informed of changes and plans, eliminating event disasters due to miscommunications.  

Digitize How Your Events are Run

The world continues to move toward a digital-first mindset. By bringing your campus into the digital age with a mobile, agile event solution, you ensure that the platform scales with you and provides multiple digital, accessible touchpoints for users. In a comprehensive event management system, you can digitize contracts, registrations, request forms, reports and more.

Maximize Your Campus Flexibility

An event management system provides hardware and software integrations for campuses, including integrations with HVAC, catering systems, Student Information Systems (SIS), scheduling tools like Microsoft Outlook, facility management services, and more. These integrations allow event planners to streamline event in virtual, hybrid, and in-person contexts.  

Save Time Planning Future Events

Building repeatable processes and procedures is critical to maintaining event success. With an event solution, you can create repeatable steps, save forms, clone reservations and details like A/V, save user preferences, and more. This helps eliminate time-consuming manual processes for future events.  

Access Detailed Reports & Analytics

Understanding the successes and failures of events is critical to improving processes and keeping customers (students, faculty, vendors, attendees) happy. Detailed reporting on every event you run helps you continuously optimize your events and schedules, and you can make better space management decisions in the moment using real-time event data.  

Data Security & Management

A secure event solution will allow planners to display or hide information based on rooms, status, event type, or user. Security personnel should also have access in order to ensure protocols are being followed for events. Frequent back-ups, data encryption, and security monitoring are crucial to protect sensitive student and faculty information  with venuearc usa.